1) Plans, organizes and manages the workflow for three or more faculty/managers.
2) Coordinates information flow from faculty/manager to designated PME staff, University executives, University offices or outside agencies.
3) Initiates routine and non-routine correspondence and other written materials for signature of the faculty/manager.
4) Ensures accuracy in the preparation or review of written materials, including Power Point presentations, proposals, charts, and other correspondence in support of the deanâ™s efforts.
5) Triages emails and telephone calls and responds to routine and complex inquiries.
6) Refers inquiries to the appropriate person and follows up to ensure complete and timely responses.
7) Exercises professional judgment to interpret and communicate office policies and procedures.
8) Maintains facultyâ™s/managerâ™s calendar, exercising considerable discretion and judgment as to priorities and effective use of the executive's time.
9) Schedules and coordinates meetings, conferences, and special events, ensuring the executive is prepared through compiling data, statistics, and other information and materials.
10) Unique situations will require a tailored approach and sound judgment.
11) Coordinates complex travel arrangements for the faculty/manager, ensuring that all necessary files, materials, and supplies are assembled, and prepares the itinerary.
12) Uses sound judgment to apprise executive of urgent matters and follows through on necessary actions.
13) Prepares written recommendations for operational and administrative issues.
14) Manages a portion of the facultyâ™s/managerâ™s budget, monitoring and reconciling accounts as needed.
15) Processes expense reports and prepares financial and/or administrative reports.
16) Works with faculty/manager to determine work priorities and work flow to meet deadlines; while ensuring accuracy and timeliness of work.
17) Manages special projects as directed. Â
18) May occasionally provide backup administrative support for other faculty/managers.
19) Assume responsibility for a wide variety of special projects as assigned.
20) Onboards facultyâ™s research group members and provides administrative assistanceto facultyâ™s research group, as needed, to facilitate education and research mission.
21) Assists faculty/managers in meeting/event planning.
22) Manages set-up and clean-up for conferences, meetings, or other events.
23) Become familiar with venues available on and off campus, special user-conditions, technological strengths and weaknesses, and departmental contacts.
24) Maintain familiarity and relationships with local vendors, ranges of services provided, and actively acquire and pursue knowledge of events industry standards and trends, nationally and internationally.
25) Provides onsite logistical support for events, as needed.
26) Execute steps in day-of-event activities.Â
27) Provide operational support, which includes identifying and assigning appropriate resources needed for set-up, staffing, event execution, and break-down.Â
28) Supervise the arrival of contractors and materials to ensure that order specifications are understood and completed in compliance.Â
29) Manage all aspects of final preparations through the conclusion of the event.Â
30) Negotiate with partner and service providers to accommodate any remaining last minute requests or expectations to arrive at a final, approved event plan.
31) Track incoming invoices from event service providers and arrange for payment of all costs incurred.
32) Prepare event expense summary and arbitrate any disputed charges.
33) Complete post event activity plan, and include feedback received in vendor and event files and database.
34) With event data manager perform final vetting of data regarding the event, provide post event dashboards and analysis as needed.
35) Post event follow-up communications to attendees, speakers, vendors and other stakeholders.
1) High level of attention to detail.
2) High level of professionalism, tactfulness, diplomacy, and confidentiality.
3) Excellent problem-solving and adaptability skills.
4) Proven ability to manage high profile meetings and events.
5) Strong written and presentation skills.
6) Ability to take initiative and organize and complete projects with minimal supervision.
7) Ability to work independently in an organized manner prioritizing the work of multiple projects.
8) Ability to work collegially and as part of a team.
9) Ability to manage a large volume of work often restricted by deadlines.
10) Ability to use appropriate resources to resolve an issue.
11) Ability to follow an issue through to resolution.
12) Excellent interpersonal and customer service skills.
13) Ability to handle public contract with courtesy, clarity, and diplomacy.
14) Ability to handle sensitive and confidential situations and information with absolute discretion.
1) Bachelor's degree with a minimum of three years of progressively responsible administrative experience OR
Minimum of five years of progressively responsible administrative experience.
1) Familiarity with central administration within a complex research university environment.
2) Familiarity with University of Chicago systems and processes.
3) Previous event and project support experience.
Technical Knowledge or Skills
1) Computer knowledge sufficient to use many diverse administrative computer applications.
2) Knowledge of word processing, graphics, data management and spreadsheet software.
3) Ability to set up A/V equipment and troubleshoot as necessary.
2) Cover Letter
3) Writing Sample
4) Reference Contact Information (3)
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.